The President shall:

• Preside and act as chair at all Executive Board, General Club, and Special Meetings of the Executive Board.

• Vote on motions in which there is a tie.

• Appoint up to two (2) Executive Chair Members to serve at the behest of the President.

• Remove a member of the President’s Executive Cabinet with the approval of the Vice President.

• Make a recommendation for the removal of another SWANS Executive Cabinet Member.

• Have the final approval of all activities unless a super majority (⅔ vote) of the remaining Officers object.

• Create an agenda for each meeting and also establish club goals for each month.

• Provide an oral President’s report to be given at the first Executive Board meeting of the month, which will be included in the meeting minutes.

• Propose a minimum of two (2) events/activities per semester.

• Be responsible for creating deadlines for any activities, events, or assigned tasks given to officers by the President or as assigned by the Executive Board.

• Check the club email daily and other communication platforms whenever possible.

• Be responsible for managing discussions at meetings to ensure the highest productivity within the allotted time for every meeting.

• Have the authority and responsibility to cancel any event(s) that are not within the club’s budget or under advisement of the Club Advisor.

• Keep regular, posted SWANS office hours (two (2) to three (3) hours a week), which shall be approved by the Vice President and SWANS Advisor(s).

The Vice President shall:

• In the absence of the President, assume the powers and duties of the President.

• In the event of the President's resignation or removal from office, assume the office of the President until the next regularly scheduled election.

• Be the chair of all special committees.

• Have the power to appoint such special committees with the approval of the president or a majority of the executive board.

• Appoint up to one (1) Executive Chair Member to serve at the behest of the Vice President.

• Remove a member of the Vice President’s Executive Chair Member with the approval of the President.

• Make a recommendation for the removal of another SWANS Executive Chair Member.

• Preside and act as chair of all special committee meetings.

• Work closely with the President, officers, and members by overseeing and assisting with all club-related activities.

• Provide an oral Vice President’s report to be given at the first Executive Board meeting of the month, which will be included in the meeting minutes.

• Have the duty of organizing and overseeing all elections.

• Keep regular, posted SWANS office hours (two (2) to three (3) hours a week), which shall be approved by the President and SWANS Advisor(s).

• Facilitate with the President the assignment and posting of SWANS office hours for all Executive Board Officers.

• Facilitate with the Chair to the SWANS President the assignment and posting of SWANS office hours for all Executive Chair Members.

• Propose a minimum of one (1) event/activity per semester.

• Check the club email daily and other communication platforms whenever possible.

• Responsible for scheduling and training all Executive Chair Members with the help of the Officers and Advisors.

The Secretary shall:

• In the absence of the Vice President, assume the powers and duties of the Vice President.

• Have the duty of recording, distributing, and reading aloud, the meeting minutes of all Executive Board, general club, and special meetings of the Executive Board.

• Appoint up to one (1) Executive Chair Member to serve at the behest of the Secretary.

• Obtain signed replies via email or hardcopy, from all active members, confirming they have read the Constitution.

• Call or check roll (or make provisions for the task) at each meeting and activity and keep a permanent record of attendance.

• Have the duty of collecting then digitizing all SWANS paperwork, such as agendas, facility rentals, paperwork, etc.

• Have the duty of sending and receiving all SWANS correspondence, but not in regards to social media.

• Keep regular, posted SWANS office hours (two (2) to three (3) hours a week), which shall be approved by the President, Vice President, and SWANS Advisor(s).

• Keep the SWANS Constitution updated as it is amended.

• Propose a minimum of one (1) event/activity per semester.

• Supervise and assist the Events Coordinator(s) with confirming guests for all planned events.

• Work with the Events Coordinator to coordinate confirmation speaker(s) that may be attending an event.

• Work with the Events Coordinator in the sending of invitations for events to Students, ECC Employees, and Guests.

The Treasurer shall:

• In the absence of the Secretary, assume the powers and duties of the Secretary.

• Be responsible for keeping an accurate and complete record of all monetary financial transactions of SWANS and submitted to the President for review.

• Receive approval, from an advisor, before any financial expenditures can be turned into Student Life.

• Be responsible for facilitating and organizing SWANS fundraising events and the coordination of fundraising events with the Events Coordinator and Social Media & Public Relations Coordinator.

• Be responsible for the disbursement of fund money in accordance with the regulations of the college will be the sole responsibility of the Treasurer followed by approval of Executive Board Officers and Advisor,

• Appoint up to one (1) Executive Chair Member to serve at the behest of the Treasurer.

• Submit a printed monthly financial report at the first Executive Board Meeting of the month to be included with the Board Meeting Minutes.

• Be responsible for monitoring SWANS financial account on a weekly basis and presented to the President via email or hard copy for review.

• Submit proof of any transaction with a receipt or photograph of the transaction.

• Review and maintain SWANS Self Generated Funds account.

• Be responsible for ensuring that all members be reimbursed if necessary, as long as the reimbursement follows Student Life’s guidelines.

• Keep regular, posted SWANS office hours (two (2) to three (3) hours a week), which shall be approved by the President, Vice President, and SWANS Advisor(s).

• Propose a minimum of one (1) event/activity per semester.

The Historian shall:

• Record and preserve SWANS history via Historian monthly reports, newspaper clippings, photographs, videos, etc.

• Maintain the SWANS Website “History of SWANS” webpage and all subsequent subpages.

• Appoint up to one (1) Executive Chair Member to serve at the behest of the Historian.

• Create a merit book with the assistance of Social Media and Public Relations Coordinator.

• Digitalize, Label, and date all pictures.

• Keep track of all awards and honors the club and club members have received, with pictures if possible.

• Prepare monthly reports for the President and Advisor that indicate the proceedings of SWANS for the previous month. Reports must include:

  • • A calculation of the success rate over SWANS events and meetings.

    • A record of nominations and awards.

    • These records will be kept as a record of activity for the use of future Executive Boards, and will be posted on the SWANS Website under Board Reports.

• Keep a digital scrapbook with pictures and history of the club.

  • • Ask for pictures of project activities and club activities from club members.

• Organize the SWANS Google Drive biweekly.

• Keep regular, posted SWANS office hours (two (2) to three (3) hours a week), which shall be approved by the President, Vice President, and SWANS Advisor(s).

• Propose a minimum of one (1) event/activity per semester.

• The Social Media & Public Relations Coordinator shall:

• Inform the ECC’s Student Body, SWANS Members, Student Clubs & Organizations, Student Government, Faculty, Staff, Administration, and District 509 citizens of meetings, events, and other necessary SWANS topics through social media, emails, and newsletters.

• Appoint up to three (3) Executive Chair Members to serve at the behest of the Social Media & Public Relations Coordinator.

• Update, and promote the SWANS Website to the ECC’s Student Body, SWANS Members, ECC Student Clubs & Organizations, Student Government, Faculty, Staff, Administration, and District 509 citizens.

• Serve as a liaison between the SWANS Executive Board Officers, civic leaders, and the Student Government Officers.

• Keep campus leaders up to date on the rapidly changing political climate of the LGBTQIA+ initiatives within Elgin Community College at the local, state, and national levels.

• Partner with local, state, and national elected as well as appointed officials to benefit the LGBTQIA+ members of District 509.

• Facilitate opportunities for students to get involved with their elected officials who support LGBTQIA+ initiatives.

• Strive to keep Elgin Community College a politically active and aware campus for the LGBTQIA+ community.

• Promote a safe and welcoming environment on campus for all Spartans despite race, religious beliefs, disabilities, gender preference or sexual orientation.

• Identify issues of misunderstanding and hate on campus and in turn seek ways of promoting understanding and respect.

• Work directly with minority student groups and act as a direct liaison to the Students Who Are Not Silent Membership and Student Body at ECC.

• Create diversity educational opportunities that are available to all students.

• Encourage discussion of current local, national, and global issues of race, religious beliefs, disabilities, gender preference, and sexual orientation.

• Provide a safe space for all members of the LGBTQIA+ Spartans.

• Help to enact the Diversity Action Plan by working directly with the Director of Equity, Diversity, and Inclusion.

• Follow legislation of interest in District 509, Illinois, and the nation.

• Maintain the different types of media sources used in house by SWANS.

• Ensure that the media sources are being effectively utilized for communication to ECC’s Student Body, SWANS Members, ECC Student Clubs & Organizations, Student Government, Faculty, Staff, Administration, and District 509 citizens.

• Deliver information in a timely manner to SWANS Members, other clubs and organizations, Student Government, faculty, staff, and administration at ECC.

• Promote SWANS through on-campus media outlets, including but not limited to the campus radio, newspaper, and email list.

• Publicize upcoming events by creating posters, posting on social media, etc.

• Responsible for filling out and submitting printing request forms.

• Responsible for creating a healthy social media presence for SWANS.

• Assist the Treasurer in creating a merit book.

• Keep regular, posted SWANS office hours (two (2) to three (3) hours a week), which shall be approved by the President, Vice President, and SWANS Advisor(s).

• Propose a minimum of one (1) event/activity per semester.

The Events Coordinator shall:

• Work with the President and Vice President to delegate event-related tasks to members and/or other officers.

• Be responsible for directing and running events.

• Appoint up to two (2) Executive Chair Members to serve at the behest of the Events Coordinator.

• Provide the Social Media & Public Relations Coordinator with information to create posters, ads, and publicity for events.

• Reserve and maintain facilities rentals and requests for all events and meetings.

• Not spend any money for any event until the event’s report has been reviewed and signed off by the President and the Treasurer.

• Create an event’s report containing the following:

  • • Materials needed, space needed, services needed, and an estimated cost for the event.

    • The estimated number of people attending the event, date of the event, time of the event, the purpose of the event, and admission cost if applicable.

    • The report must be signed off by President and Treasurer,

• Reserve or rent out the event location at least one (1) month in advance, keeping in mind the anticipation of budget.

• Reserve security services one (1) month in advance (if needed).

• Work closely with the Secretary on estimating and/or confirming guest attendance.

• Be responsible for organizing meetings and other events by reserving and opening rooms.

• Keep regular, posted SWANS office hours (two (2) to three (3) hours a week), which shall be approved by the President, Vice President, and SWANS Advisor(s).

• Propose a minimum of one (1) event/activity per semester.

All SWANS Officers are responsible for:

• Maintaining effective communication by checking email/club bulletins on a regular basis and including all club officers and advisors in club-related correspondence.

• Ensuring they are in a healthy academic stance by checking in with the Academic Chair.

• Attending all club meetings and keeping track of club business by reading the minutes from any missed meetings.

• Following a strict code of ethics, as stated in Article IV, Section I.

• Contributing to event-related discussions, preparations, and participating on the day of the event.

• If a club office or cubicle has been granted for the semester, each member is responsible for maintaining club office space and participating in tasks that are required to keep said space (See “Student Club and Organization Agreement and Guidelines for Cubicle Use”).

All Executive Board Chair Members shall:

• Be elected by the SWANS Executive Board officers by a simple majority (50%) vote.

• Have their position reviewed by the SWANS Executive Board Officers at any time, and upon a supermajority (⅔) vote of the Executive Board Officers, be removed.

• Executive Chair Member Appointments:

  • • Chair to the SWANS President:

      • • The Chair to the SWANS President has the primary responsibility to complete the initiatives of the SWANS President and manage the SWANS Executive Chair Members.

        • Keep regular, posted SWANS office hours (one (1) to two (2) hours a week), which shall be approved by the President, Vice President, and SWANS Advisor(s).

        • Facilitate with the Vice President the assignment and posting of SWANS office hours for all Executive Chair Members.

        • Be responsible for any and all tasks as assigned by the President.

        • Reports directly to the President and Vice President.

• • • Chair Secretary:

      • • The SWANS Chair Secretary’s primary responsibility is to act as the parliamentarian at all meetings of the Executive Board.

        • Be familiar with Robert’s Rules of Order.

        • Keep regular, posted SWANS office hours (one (1) to two (2) hours a week), which shall be approved by the Chair to the President, Vice President, and SWANS Advisor(s).

        • Be responsible for any and all tasks as assigned by the President and/or Vice President.

        • Reports directly to the President and Vice President.

• • • Chair to the SWANS Vice President:

      • • The Chair to the Vice President’s primary responsibility is to be the chair of all special committees when the Vice President is unavailable and assist with the facilitation of and overseeing all club-related activities.

        • Be responsible for any and all tasks as assigned by the Vice President.

        • Work closely with the Chair to the SWANS President and the Chair Secretary to ensure the running of the Executive Chair Members.

        • Assist with the organization of and oversight all elections within SWANS.

        • Reports directly to the Vice President.

• • • Chair to the SWANS Secretary:

      • • The Chair to the Secretary’s primary responsibility is to assist with the recording, distributing, and reading aloud, the meeting minutes of all Executive Board, general club, and special meetings of the Executive Board.

        • Call or check roll at each meeting and activity and keep a permanent record of attendance.

        • Assist with the collecting then digitizing all SWANS paperwork, such as agendas, facility rentals, paperwork, etc.

        • Assist with sending and receiving all SWANS correspondence, with the exception of social media.

        • Be responsible for any and all tasks as assigned by the Secretary.

        • Reports directly to the Secretary.

• • • Chair to the SWANS Treasurer:

      • • The Chair to the Treasurer’s primary responsibility is to coordinate and plan fundraising and volunteer events alongside the Treasurer and Events Coordinator.

        • Assist with the treasurer’s printed monthly financial report to be presented at the first Executive Board Meeting of the month to be included with the Board Meeting Minutes.

        • Assist with the facilitation and organization of SWANS fundraising events and assist in the coordination of the fundraising events with the Events Coordinator and Social Media & Public Relations Coordinator.

        • Assist with the assignment and posting of SWANS office hours for all Executive Chair Members.

        • Assist with the reconciliation of SWANS financial accounts and budgets.

        • Be responsible for any and all tasks as assigned by the Treasurer.

        • Reports directly to the Treasurer.

• • • Chair to the SWANS Historian:

      • • The Chair to the Historian’s primary responsibility is to assist in keeping a record of all Council activities and taking pictures or otherwise documenting all SWANS events.

        • Assist with maintaining the SWANS Website “History of SWANS” webpage and all subsequent subpages.

        • Assist with the documentation of SWANS History as assigned by the Historian.

        • Be responsible for any and all tasks as assigned by the Historian.

        • Reports directly to the Historian.

• • • Chair to the SWANS Social Media & Public Relations Coordinator (3 Positions):

      • • The Chair to the Social Media & Public Relations Coordinator’s primary responsibility is to assist with the management of media relations with on-campus and off-campus media outlets.

        • Assist with the maintenance of the different types of media sources used in house by SWANS.

        • Assist with the effective utilization of media sources for communication to SWANS Members, other clubs and organizations, Student Government, faculty, staff, and administration at ECC.

        • Assist with the timely manner of delivery of information to SWANS Members, other clubs and organizations, Student Government, faculty, staff, and administration at ECC.

        • Help promote SWANS through on-campus media outlets, including but not limited to the campus radio, newspaper, and email list.

        • Assist with and promote the LGBTQIA+ community at Elgin Community College and District 509

        • Assist with keeping Elgin Community College a politically active and aware campus for the LGBTQIA+ community.

        • Assist with the creation of diversity educational opportunities that are available to all students.

        • Assist with the identification of issues of misunderstanding and hate on campus and in turn seek ways of promoting understanding and respect.

        • Work directly with minority student groups and act as a direct liaison to the Students Who Are Not Silent Membership and Student Body at ECC.

        • Be responsible for any and all tasks as assigned by the Social Media & Public Relations Coordinator.

        • Reports directly to the Social Media & Public Relations Coordinator.

    • Chair to the SWANS Events Coordinator (2 members):

      • • The Chair to the Events Coordinator’s primary responsibility is to book catering services, facilities rental reservations, and purchase decor for planned events, all while maintaining the event budget.

        • Assist in the creation and production of Event Reports in regards to meetings and events.

        • Assist with the reservation and maintenance of facilities rentals and requests for all events and meetings.

        • Assist and coordinate with the Social Media & Public Relations Coordinator with the creation and production of posters, ads, and publicity for events.

        • Be responsible for any and all tasks as assigned by the Events Coordinator.

        • Reports directly to the Events Coordinator.

When the office of an Executive Board Officer becomes vacant, it shall be filled in accordance with the following provisions:

1. When the office of President becomes vacant, the Vice President shall complete the unexpired term as President, the Secretary shall act as Vice President, and the Treasurer shall act as Treasurer and Secretary for the remainder of the unexpired term.

2. When the office of Vice President becomes vacant, the Secretary shall act as Vice President, and the Treasurer shall act as Treasurer and Secretary for the remainder of the unexpired term.

3. When the office of Secretary becomes vacant, the Treasurer shall act as Treasurer and Secretary for the remainder of the unexpired term.

4. When the office of Treasurer becomes vacant, the Secretary shall act as Secretary and Treasurer for the remainder of the unexpired term.

5. At the option of the President or remaining Officers, or if more than one Officer position becomes vacant within the Summer or Fall Semester, any Officer vacancies shall be succeeded by:

   1. 1. Any SWANS Member who, at a general meeting of the SWANS Membership, receives two (2) nominations by Executive Board Officers and/or Cabinet Members and receives two-thirds (⅔) of the votes of all SWANS Members, Executive Board Officers, and Cabinet Members present;

      2. Any SWANS Member who, at a general meeting of the SWANS Membership, receives one (1) nominations by Executive Board Officer and/or Cabinet Member, receives two (2) nominations by SWANS Members present, and receives two-thirds (⅔) of the votes of all SWANS Members, Executive Board Officers, and Cabinet Members present; or

      3. Any SWANS Member who, at a general meeting of the SWANS Membership, receives four (4) nominations by SWANS Members present, and receives two-thirds (⅔) of the votes of all SWANS Members, Executive Board Officers, and Cabinet Members present.

6. The Officer positions of Historian, Social Media & Public Relations Coordinator, and Events Coordinator, as well as, Cabinet Members shall not be part of the line of succession, unless the provisions in subsection 5. above are requested by either the President or the remaining Officers or if two (2) or more positions become vacant within the Summer or Fall Semester.

7. If two or more Executive Board Officer positions become vacant after the completion of the Fall Semester, only the provisions of subsection 1., 2., 3., or 4. above shall apply. Any remaining vacancies will continue to remain vacant until the next scheduled election.